Program Coordinator for Housing Assignments

Nashville, Davidson County
Jul 03, 2014


The Program Coordinator reports to the Associate Director of Housing Assignments and is responsible managing new student assignment processes.  Additionally, the Program Coordinator will assist the Associate Director to supervise, coordinate, implement and market the various assignment processes.  The Program Coordinator will also support the assessment of the Housing Assignments processes focusing on intended outcomes while also using formative evaluations to modify and improve the assignment process annually.
Key Functions and Responsibilities:
  • Manage the First-Year Assignment Process
o   Monitor first-year paid-and-coming numbers
o   Oversee preparation of first-year web application
o   Develop all communications with first-years
o   Respond to requests for special accommodation
o   Make first-year assignments
o   Respond to room change requests 
  • Manage Transfer student assignments and communications
o   Monitor transfer paid-and-coming numbers
o   Oversee preparation of transfer web application
o   Develop all housing communications with transfers
o   Respond to requests for special accommodation
o   Make assignments
o   Respond to room change requests 
  • Manage Assignment processes for
o   May Session
o   Summer Session
o   Pre-Academic Vanderbilt Engineering (PAVE) program
o   Athletes in competition 
  • Co-supervise assignments staff
o   Assist with staff training
o   Assist with staff scheduling
o   Document the workflow of assignments data from application to assignment to check out 
  • Assist with Transition Moves
o   Summer to Fall
o   Fall to Spring
o   Spring to May/Summer Sessions
o   Special Groups
o   PAVE (PAVE Summer, continuing PAVE, graduated PAVE)
o   Athletes
o   Long-Term Stay
o   Early move-in groups
o   Others 
  • Assist with Management of Housing Management Software (OfficeBiz)
o   Work with programmers to further leverage OfficeBiz
o   Supervise day-to-day office use
o   Review utility of component applications and reports
o   Document OfficeBiz processes
o   Participate in development of RFP for new software 
  • Problem Solving
o   Assist with review of policies and procedures for students with special needs
o   Assist with management of waitlists
o   Assist with room change requests and students unhappy with their assignments 
  • Communicate with Students and Families
o   Meet with students and families
o   Reply to email
o   Handle telephone calls 
  • Assist with OHARE communications
o   OHARE website
o   Assignments Publications
o   InnerVU
o   Mass Email
o   Social media
o   Open and Closing Memos
o   Posters
o   Proofread OHARE publicity 
  • Manage and supervise the Off Campus Referral Service


  • Special Projects
o   Assist with Commons Move In
  • Assist with assessment projects

  • Other tasks as assigned


Basic Qualifications

Job requires Bachelor's and 2 years of experience or the equivalent.

Preferred Qualifications:

  • Two years or more experience in student affairs or equivalent combination of education, training, and experience combined. 
  • Demonstrated ability to counsel and work effectively with college students and their families.
  • Excellent and effective communication skills (in person, telephone, and email).
  • Strong organizational and planning skills
  • Robust Microsoft Office (particularly Excel) skills.
  • Knowledge of WordPress desired
  • Working knowledge of social media (Facebook, Twitter, etc.)
  • Experience directing the work of others.


Job Professional and Managerial

Primary Location TN-Nashville-Branscomb Quadrangle

Organization Housing Assignments Staff 177210